oracle isupplier guide migrated suppliers -...
TRANSCRIPT
OracleiSupplier Guide
Migrated Suppliers
Inside this guide• Logging in and Changing your Password
• Amending your Address• Updating your Contact Details
• Updating your Bank Details• View Orders, Receipts, Invoices and Payments
A guide to getting started
Version 2
WelcomeOracle iSupplier is our new portal for Home Group suppliers.
It will allow you to log in and manage purchase orders and ensure swift pay-ment of the goods and services you have provided. Suppliers are also able to create invoices and manage their company details.
This e-magazine has been designed to help you get started with the basics of Oracle.
This is an interactive guide and includes pop-up screens and videos to demonstrate some of the functions of the system.
Look for the highlighted areas to click and see more information.
All of your details should have been mi-grated from our legacy system.
Click here for a link to our Site which includes Frequently Asked Questions and Terms and Conditions.
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If you require technical assistance
Please call our Helpdesk on 0845 155 3222 and choose option 5.
Or alternatively you can email us on [email protected]
What’s insidePAGE4-5
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PAGE10-11
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Logging InGetting access to iSupplier and setting your own password
Address BookUpdating the Address
Business ClassificationAssigning the correct business classification
Banking Details and Additional Details
Get started
Access the Details screen and Organisations
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View OrdersHow suppliers can view their Purchase Orders
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View ReceiptsHow suppliers can view their Receipts
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Contact DirectorySet up a Contact Directory
Create InvoiceHow suppliers can view previous and create new invoices
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View Invoices and PaymentsHow suppliers can view their previous Invoices and Payments
Click on the page numbers to go directly to that page, or turn the pages to browse the magazine
Try it!
The first thing you must do as part of the process is to create your own password. • Type in the Current Password you were provided with.• Select a new password which must be at least 8 characters long and is case
sensitive.• Re-enter the New Password in the field • Click Submit• Your password will change every 42 days, in line with Home Group policy.
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Your User name will be the email address you received your notification on.
Logging In
Once you have typed in your User Name and Password click on Login
If you have forgotten your password you can use Login Assistance to reset your password
If you have forgotten your password you can use Login Assistance to reset your password
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Your password is provided for you in the notification email
Click on the icon to see how to Log in and change your password
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Access the Details Screens
Once you have logged in to Oracle and set up a New Password, you will be presented with the Oracle Home Page.
The screen is split into two sections:
The Worklist contains notifications. These contain messages that may require you to take some type of action.
The Main menu displays a list of all of the responsibilities within Oracle that you have been given access to.
Main MenuWorklist
In Oracle click on the Supplier Profile and User Manager link to access the screens to view your details.
To see this link more clearly in this e-magazine click on the highlighted sections.
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Organisation
Company Profile
You will begin the process by clicking on the Company Profile option and select Organization.
In this screen you should check the following details to ensure they are correct:
Type in the D-U-N-S number in the field if applicable.
Check the Tax Registration Number in the field.
If you have changed any of the details, click Save in the top right corner of the screen
Address Book
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Create an Address Book
Once you have had confirmation that the changes have been saved, click on the Address Book link. You should check that all of the details are correct and make any amendments if necessary.
If you need to add another Address click the Create button
Try it!Click on the highlighted Update to see the screen where you can make changes and the Confirmation message to show when an address has been added to the Address Book.
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Check the address details, if they are incorrect, click Update to make the amendments
If you need to delete this address, click Remove
Contact Directory
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The next step is to click the Contact Directory list option.
Check the details are correct - if we did not have a contact name on file then your company name will be displayed here. Please update this with a relevant contact name.
Create a Contact Directory
Type in the Surname of the contact you want to create in the Last Name field
Type in the e-mail address of the contact you want to create in the Email Address field
Tick the Create User Account for this Contact box
To create a contact directory, click Create
Click on the image to see what the screen looks like when the fields have been populated.
Click on the image to see what the screen looks like
Attach the Contact to your Account
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Type in the name of the Supplier in the Supplier Name search field and any possible matches will display as a drop down.
Select the correct Supplier Name from the list
Click on Apply to update the changes
The Create Contact and Attach to your Account process can be duplicated to add multiple contacts to a Supplier. This can include purchasing and invoicing contacts, both with separate login details.
Click on the image to see what the screen looks like when the fields have been populated.
Business Classification
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1. If you are a CIS Supplier select this
Update a Business Classification
The next step is to update the Business Classification details. Select the Business Classification list option.
3. Tick the I certify I have reviewed the classification box
4. Review and select (if appropriate) the Supplier Details Not to Be Published option:On a monthly basis, we now publish on our web-site all individual transactions over £500 in value.This information will cover: • Supplier name• Transaction reference number (this is internal to Home and unique) • Transaction date – this is not the invoice date but the date that the spend was reflected in our systems• Transaction value• Company in which spend was incurred (i.e. HGL, Home Scotland, HGDL, Live Smart) • Expense type – derived from our internal expense code structure (as attached) This box should be ticked if you DO NOT wish the details to be published.
2. Select the relevant Terms and Conditions that apply
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5. Click Save to update the changes
Click on the image to see what the screen looks like when the fields have been populated.
Banking Details
Click on the icon to see how to Create Banking Details
1. Click the Existing Bank option
2. Search for the Bank Name and select from the list that is presented
5. Type in the Bank Account Number
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Check Bank Details
The next step is to check Bank Details. Select the Banking Details list option, then change the drop down to All Accounts
Click on the screen to see a larger version
3. Click the Existing Branch option
4. Search for the Branch Name and select from the list that is presented
6. Type in the Bank Account Name
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Once you have checked the All Accounts screen select All Assignments from the drop down and check the details.
If any details are incorrect on either of the screens, you will need to create new bank details and remove the old ones.
Click Save to complete the process
Click on the screen to see a larger version
Additional Details
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The supplier additional details form has been designed to allow you to request changes or validate details that you cannot view or amend via iSupplier portal. Once completed you will need to attach this to your company account within iSupplier por-tal.The form is used for details such as remittance advice email address, building society roll number and additional data needed if you are CIS registered.
Click this link for further information.
Click on the pages to see Word document version of the form.
Attach Supplier Additonal Details Form
From the iSupplier portal ensure you select the ‘General’ tab.From here you can attach your form by clicking the ‘Add Attachment’ button.
Please fill in the Title and Description fields with relevant details.See the example opposite.
Then browse to where you saved your Supplier Additional Details Form
Choose your file then click ‘Open’
Finally click ‘Apply’ to upload
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View OrdersSelect Purchase Orders
From the right hand menu on the iSupplier Portal Home screen, select the Purchase Orders list option.
This will take you to the Purchase Orders screen where you will see a View of all Purchase Orders.
To view any orders that have been created, select Supplier Portal Full Access from the Main Menu, you will also receive e-mail notifications of any new or amended purchase orders
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Click on the hyperlink to select the relevant Purchase Order and view more information
Click on the icon to see how to View Orders
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More details of the Order can be seen by clicking on the Show option in the PO Details field
You can view a PDF version of the Purchase Order by clicking on the Action: Request Changes drop down list. Select the View PDF option then click Go.
Click on the highlighted Show option to view the additional Purchase Order information
Click on the View PDF list item to view a PDF version of the Purchase Order
Create InvoiceSelect Invoices
From the right hand menu on the iSupplier Portal Home screen, select the Invoices list option.This will take you to the Finance screen where you can search for previous Invoices or create a new Invoice.
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To view any Invoices that have been created, select Supplier Portal Full Access from the Main Menu.
To view all Invoices, Click Go. To search for a specific Invoice, type in the Invoice Number or Purchase Order (PO) number.
Click on the hyperlink to see the screen with the list of Invoices.
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To create a new invoice, click the Create Invoice hyperlink at the top of the page.
Click on the Go button on the Create Invoice to create an Invoice using the PO number.
Search for a full or part PO number to raise the Invoice against then click Go. Alternatively, you can leave this blank and click Go to search for the most recent purchase order raised.
Click on the screen to see a larger view
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Select the relevant PO Number by ticking the box then click Next
Type the Invoice Number into the field
Click on Search to find the relevant bank details, then click Next
Click on the icon to see how to Raise an Invoice
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Check the details of the Invoice then click Submit
A confirmation message will appear across the top of the screen. Once this has been seen you can return to the Home page
Click on the screen to see a larger image
Click on the screen to see a larger image
View Invoices
From the right hand menu on the iSupplier Portal Home screen, select the Invoices list option.This will take you to the Finance screen where you can view previous Invoices.
Click on the screen to see a larger image
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To view any Invoices that have been created, select Supplier Portal Full Access from the Main Menu.
Ensure the View Invoices tab is selected. From this page, suppliers can see their submitted invoices and payment status.
Within the Finance tab you also have an option to View Payments. Click on this tab to view any Payments you have received.
Click on the screen to see a larger image
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View Payments
You can search for Payments using the Simple Search tool.
Any payments received by the Supplier will be displayed in the list.
Information on this page can be exported using the Export button
Click on the icon to see how to View Receipts
Select Receipts
View Receipts
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To view any receipts that have been created, select Supplier Portal Full Access from the Main Menu.
From the right hand menu on the iSupplier Portal Home screen, select the Receipts list option.
This will take you to the View Receipts screen where you can search for Receipts.
Click on Go to see the Receipt list. Once this is available you can select the Receipt to view more
information